On-Call Geotechnical and Material Testing Services

CITY OF ALISO VIEJO
REQUEST FOR PROPOSALS
The City of Aliso Viejo ("City") is requesting proposals ("Proposals") from qualified
consultants ("Respondents") for:
On-Call Geotechnical and Material Testing Services
The purpose of the Proposal is to demonstrate the qualifications, competence and
capacity of Respondent to perform the work or provide the services described in this Request
for Proposals ("RFP"). The Proposal should demonstrate the qualifications of the Respondent
and of the particular staff to be assigned to this project.
1. INTRODUCTION
1.1 About the City
The City of Aliso Viejo was incorporated July 1, 2001, as a general law city
which, operates under the council/manager form of government. The City encompasses
approximately seven (7) square miles; serves an approximate population of 50,000 people and
is located in southern Orange County.
The City provides municipal services primarily through contracts for police and
fire services, public works, engineering, building, code enforcement, recreation, and legal
services. The City's fiscal year begins on July 1 and ends on June 30.
The Aliso Viejo Public Facilities Corporation was established in July 2006 for the
purpose of providing lease financing to the City for the acquisition of an existing office building
to serve as the City Hall facility.
1.2 Project Description
The City is looking for a consultant capable of performing geotechnical or materials
testing services to ensure construction complies with the contract documents. The Public
Works Department has several street pavement and slurry seal projects scheduled in upcoming
fiscal years.
1.3 City Contact for this RFP
The principal contact for the City regarding this RFP will be:
Quang Le
Associate Engineer
12 Journey, Suite 100
Aliso Viejo, CA 92656
949-425-2531
qle@avcity.org
CONTACT WITH CITY PERSONNEL OTHER THAN THE ABOVE REGARDING
THIS RFP MAY BE GROUNDS FOR ELIMINATION FROM THE SELECTION
PROCESS.
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1.4 Pre-Proposal Meeting
A pre-proposal meeting will not be held for this project.
1.5 No Deviations from the RFP
In submitting a Proposal, Respondent is certifying that it takes no exceptions to
this RFP including, but not limited to the Agreement attached hereto as Attachment "3."
Respondent is directed to carefully review the proposed Agreement and, in particular, the
insurance and indemnification provisions therein.
2. PROPOSAL SCHEDULE
The estimated schedule for this RFP is as follows:
1. RFP Release 4/9/26
2. Preproposal Requests for Clarification Due 4/22/26
3. Due Date for Proposals (by 5:00 p.m.) 4/29/26
4. Pre-Proposal Meeting N/A
5. Anticipated Final Selection 6/3/26
6. Project Start 7/1/26
3. SCOPE OF REQUIRED SERVICES
3.1 Scope of Work
A detailed Scope of Work is attached hereto as Attachment "1". The Respondent
will be expected to fulfill, at a minimum, the services and technical requirements described in
the attached Scope of Work. Upon final selection, the Scope of Work may be modified and
refined during negotiations with the City.
3.2 Prevailing Wage; Public Works Contractor Registration
Certain labor categories under this project may be subject to prevailing wages as
identified in the State of California Labor Code commencing at sections 1720 et seq. and 1770
et seq. If applicable, employees working in these categories at the site must be paid not less
than the basic hourly rates of pay and fringe benefits established by the California Department
of Industrial Relations ("DIR"). Copies of the State of California wage schedules are available for
review at www.dir.ca.gov/dlsr/. In addition, a copy of the prevailing rate of per diem wages will
be made available at the City upon request. The successful Respondent shall post a copy of
the prevailing wage rates at each job site. It shall be mandatory upon the successful
Respondent, and upon any subcontractors, to comply with all Labor Code provisions, which
include but are not limited to the payment of not less than the said specified prevailing wage
rates to all workers employed by them in the execution of the Agreement, employment of
apprentices, hours of labor and debarment of contractors and subcontractors. The contract
awarded pursuant to this RFP may also be subject to compliance monitoring and enforcement
by the DIR.
If the scope of services to be provided are subject to prevailing wages as defined
by Labor Code Section 1720, et seq. and 1770, et seq., then pursuant to Labor Code sections
1725.5 and 1771.1, all contractors and subcontractors that wish to bid on, be listed in a bid
proposal, or enter into a contract to perform public work must be registered with the Department
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of Industrial Relations. No proposal will be accepted nor any contract entered into without proof
of the contractor's and subcontractors' current registration with the Department of Industrial
Relations to perform public work. If awarded a contract, the successful Respondent and its
subcontractors, of any tier, shall maintain active registration with the Department of Industrial
Relations for the duration of the project. Notwithstanding the foregoing, the contractor
registration requirements mandated by Labor Code sections 1725.5 and 1771.1 shall not apply
to work performed on a public works project that is exempt pursuant to the small project
exemption specified in Labor Code sections 1725.5 and 1771.1.
4. PROPOSAL REQUIREMENTS
4.1 Proposal Content
Respondent's Proposal shall be clear, accurate, and comprehensive. Excessive
or irrelevant materials will not be favorably received. The content and sequence of the
information contained in each copy of the Proposal shall be as follows:
4.1.1 Table of Contents
Include a clear identification of the material by section and by page
number.
4.1.2 Summary Sheet
Include a fully-completed copy of the Summary Sheet included with this
RFP (Attachment 2, "Required Forms").
4.1.3 Cover Letter
Identify Respondent's legal name and contact information. Summarize
key elements of the Proposal. The letter must stipulate that the cost proposal will remain valid
for a period of at least 180 days. The letter shall be signed by an individual or individuals
authorized to execute legal documents on behalf of the Respondent.
4.1.4 Personnel.
Identify the names and specific qualifications, experience, and
appropriate licenses held, if applicable, of the primary staff to be assigned to the project.
Include a resume for all primary staff. Identify any subconsultants which Respondent proposes
to use for any portion of the services.
Respondent shall also identify a Management Contact (Representative
authorized to sign an agreement for your firm) and a Project Manager (person responsible for
day-to-day management of the project). The successful Respondent may only change the
Management Contact, Project Manager, and other supporting staff and specialists with prior
written permission of the City.
4.1.5 Project Approach
Provide a conceptual plan for services to the City that you believe are
appropriate for the City. Indicate features, skills and/or services which distinguish your firm and
make it the better choice for the City. Indicate how the resources of your firm (e.g., number and
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type of personnel allocated by hours) will be allocated for this project. Submit a project schedule
if applicable.
4.1.6 Scope of Work
Provide a detailed scope of services which reflects the Scope of Services
described in this RFP. Proposals must address all items set forth in Section 3 "Scope of Work."
Additional information which, in your opinion, should be included must be clearly identified.
4.1.7 Experience
(a) List of representative projects undertaken by Respondent in the
last 5 years demonstrating experience in each category of the project. Identify the names of
organizations, and names and telephone numbers of persons who can be contacted with regard
to the services you have provided.
(b) Identify all previous and current contracts with the City. Include a
contact name, description of services, and dates of services performed.
(c) List all public agencies (not to include the City) for which contracts
were terminated in the last three years. Show names of organizations and names and telephone
numbers of persons who can be contacted. Firms may provide a brief explanation of the
reason(s) for termination(s).
4.1.8 Additional Forms
The following forms are included in Attachment "2" Required Forms:
(a) Respondent must submit the attached "Acknowledgment of
Insurance Requirements" form acknowledging that it has reviewed the insurance requirements
and will provide such insurance. The applicable insurance requirements are set forth in the
standard agreement form, attached hereto as Attachment "3".
(b) Respondent must submit a Declaration of Political Contributions,
signed under penalty of perjury, regarding disclosure of political contributions to City officials.
(c) Respondent must submit the acknowledgement for the Fraud
Policy.
(d) If applicable, Respondent shall submit the Public Works
Contractor Registration Certification.
4.1.9 Cost Proposal
Include a detailed rate sheet inclusive of all hourly rates, anticipated travel, and
other incidental costs and charges. The rate shall be submitted in a separate, sealed envelope,
which shall be marked "Cost Proposal" and state Respondents name. If requested, the
successful Respondent may be required to submit an electronic copy of the cost proposal in MS
Word, Excel or other format acceptable to the City. Cost proposal form is attached hereto as
Attachment 4.
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4.2 Proposal Format
Proposals shall include one (1) hard copy and one (1) electronic pdf version on a
USB Drive enclosed in a sealed envelope.
Proposals shall be organized, tabbed, and numbered in the order presented
above. Proposals must include page numbers for all pages in the Proposal.
Proposals shall not be folded or bound. Place copies in binder.
5. SUBMITTAL INSTRUCTIONS
Proposals must be received at City Hall no later than 5:00 p.m. on the date indicated in
Section 2. Proposals received in the mail after 5:00 p.m. on the date indicated in Section 2,
regardless of the date of their postmarks, will be rejected.
Proposals will be received at the following address:
Quang Le
Associate Engineer
12 Journey, Suite 100
Aliso Viejo, CA 92656
Attn: On-Call Geotechnical and Material Testing Services
If hand delivered, address as above and deliver to the City Clerk receptionist on the first
floor of City Hall.
The envelope should clearly indicate "Proposal for On-Call Geotechnical and Material
Testing Services " and Respondent's name and address shall appear in the upper left-hand
corner of the envelope. If more than one envelope is required, each envelope shall be legibly
numbered below the name of the Respondent, e.g. Envelope 1 of 3, as required.
6. EVALUATION
6.1 Evaluation Criteria.
A Selection Committee will evaluate and rank the proposals. Proposals will be
evaluated according to the following criteria:
1. Ability, capacity and skills necessary to perform service. 0 to 30 points
2. Ability to meet time requirements imposed by project. 0 to 10 points
3. Character, integrity and reputation through a reference check. 0 to 25 points
4. Previous experience with the vendor. -10 to 10 points
5. Sufficiency of financial resources needed to perform services. 0 to 10 points
6. Reasonableness of cost. 0 to 15 points
6.2 Respondent Presentations/Interviews
The City may, at its discretion, invite a shortlist of Respondents to participate in a
panel interview to be held at City. The City may require that Respondents prepare a
presentation as part of the interview. No Respondent shall be entitled to or otherwise
guaranteed an interview.
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6.3 Award of Contract
If awarded, the contract will be awarded on the basis of the evaluation criteria set
forth herein. The City reserves the right to reject all Proposals and to contract for services in the
manner that most benefits the City including awarding more than one contract if desired.
If selected, Respondent will be expected to execute a contract with the City in
substantially the same form as the Agreement attached hereto as Attachment "3."
6.4 Protests
Protests based on the content of the RFP shall be submitted to the City no later
than ten (10) calendar days prior to the scheduled Proposal submittal deadline. Any respondent
protesting the recommended award on any ground not based upon the content of RFP must file
a protest with the City within three (3) calendar days after the issuance of a notice of
recommendation for award. Any protest must include supporting documentation, legal
authorities in support of the grounds for the protest and the name, address and telephone
number of the person representing the Respondent for purposes of the protest. Any matters not
set forth in the protest shall be deemed waived.
The City will review and evaluate the basis of the protest provided the protest is
filed in strict conformity with the foregoing. The City shall provide the Respondent submitting the
protest with a written statement concurring with or denying the protest. Action by the City
relative to the protest will be final and not subject to appeal or reconsideration. The procedure
and time limits set forth in this section are mandatory and are the Respondent's sole and
exclusive remedy in the event of protest. Failure to comply with these procedures will constitute
a waiver of any right to further pursue the protest, including filing a Government Code claim or
legal proceedings.
7. REQUESTS FOR CLARIFICATIONS
All questions, interpretations or clarifications, either administrative or technical must be
requested in writing and directed to the City contact listed in section 1.3, above.
All written questions will be answered in writing and conveyed to all firms. Oral
statements regarding this RFP by any persons should be considered unverified information
unless confirmed in writing. To ensure a response, questions must be received in writing by
2:00 p.m. local time on the date identified in the Proposal Schedule.
8. GENERAL PROVISIONS
8.1 Respondent is encouraged to review this RFP carefully in its entirety prior to
preparation of its Proposal. The City reserves the right to reject any or all Proposals or to select
the Proposal most advantageous to the City. The City reserves the right to verify all information
submitted in the Proposal. During the evaluation process, the City reserves the right, where it
may serve the City's best interest, to request additional information or clarifications from
Respondents or to allow corrections of errors or omissions.
8.2 Amendments to RFP. The City reserves the right to amend the RFP or issue to
all Respondents a Notice of Amendment to answer questions for clarification.
8.3 No Commitment to Award. Issuance of this RFP and receipt of Proposals does
not commit the City to award a contract. The City expressly reserves the right to postpone the
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RFP process for its own convenience, to accept or reject any or all Proposals received in
response to this RFP, to negotiate with more than one Respondent concurrently, or to cancel all
or part of this RFP.
8.4 Amendments to Proposals. No amendment, addendum or modification will be
accepted after the deadline stated herein for receiving Proposals. Respondent may modify or
amend its Proposal only if the City receives the amendment prior to the deadline stated herein
for receiving Proposals.
8.5 Non-Responsive Proposals. A Proposal may be considered non-responsive if
conditional, incomplete, or if it contains alterations of form, additions not called for, or other
irregularities that may constitute a material change to the Proposal.
8.6 Late Proposals. The City will not be responsible for Proposals that are
delinquent, lost, incorrectly marked, sent to an address other than that given herein, or sent by
mail or courier service and not signed for by the City.
8.7 Costs for Preparing. The City will not compensate any Respondent for the cost
of preparing any Proposal, and all materials submitted with a Proposal shall become the
property of the City. The City will retain all Proposals submitted and may use any idea in a
Proposal regardless of whether that Proposal is selected.
8.8 Alternative Proposals. Only one final Proposal is to be submitted by each
Respondent. Multiple Proposals will result in rejection of all Proposals submitted by the
Respondent.
8.9 Public Documents; Confidential Information.
Proposals submitted in response to this RFP shall be held confidential by City
and shall not be subject to disclosure under the California Public Records Act (Cal. Government
Code section 6250 et seq.) until after either City and the successful Respondent have
completed negotiations and entered into the Agreement or City has rejected all Proposals. All
correspondence with the City including responses to this RFP will become the exclusive
property of the City and will become public records under the California Public Records Act.
The City will have no liability to the Respondent or other party as a result of any public
disclosure of any Proposal.
If a Respondent desires to exclude a portion of its Proposal from disclosure
under the California Public Records Act, the Respondent must mark it as such and state the
specific provision in the California Public Records Act which provides the exemption as well as
the factual basis for claiming the exemption. For example, if a Respondent submits trade secret
information, the Respondent must plainly mark the information as "Trade Secret" and refer to
the appropriate section of the California Public Records Act which provides the exemption as
well as the factual basis for claiming the exemption. If a request is made for information marked
"Confidential", "Trade Secret" or "Proprietary" ("Proprietary Information"), the City will provide
Respondents who submitted the information with reasonable notice to seek protection from
disclosure by a court of competent jurisdiction. Respondent shall have five (5) working days
after receipt of such notice to give City written notice of Proposer's objection to the City's
release of Proprietary Information. Respondent shall indemnify, defend and hold harmless the
City, and its officers, directors, employees, and agents from and against all liability, loss, cost or
expense (including attorney's fees) arising out of a legal action brought to compel the release of
Proprietary Information.
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Proposals which indiscriminately identify all or most of the Proposal as exempt
from disclosure without justification may be deemed unresponsive and disqualified from further
participation in this RFP.
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CITY OF ALISO VIEJO
REQUEST FOR PROPOSALS
Attachment 1 - Scope of Work
Exhibit A: Scope of Work - On-Call Geotechnical and Material Testing Services
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